Administrative Assistant, Partnerships and Office Management

Mitacs - Toronto, ON (30+ days ago)

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Do you want to be part of our innovative and entrepreneurial team?

Do you thrive in an entrepreneurial environment and enjoy working in a team atmosphere? Are you an “outside the box” thinker who strives to implement continuous improvements? Do you take a strategic approach to your work? Do you enjoy in a fast-paced culture where your opinions are valued and respected? Do you enjoy building partnerships to solve mutually beneficial challenges?

Mitacs is a national not-for-profit that helps industry and non-profit partners solve strategic challenges by leveraging Canada’s world-class post-secondary talent and a global network of industry, academic, and government partnerships. Through these collaborations, Mitacs helps business and community partners succeed, improves students’ on-the-job skills development, and strengthens Canada’s world-class innovation ecosystem. At Mitacs, we strive to develop the next generation of innovators with vital research and business skills. In partnership with domestic and international companies, governments and academia, we support a new economy using Canada’s most valuable resource – its people.

To get a better understanding of Mitacs and read more about our values please visit our website

The successful candidate will support the National Partnerships team to promote innovation in partnership with stakeholders in government, industry and academia – across Canada and around the world. The position requires a motivated person that is interested in starting an exciting career working with stakeholders and decision-makers in the public sector, both domestically and internationally.

General office/reception duties as required, including but not limited to:

Providing receptionist duties to the Mitacs University of Toronto (UofT) office and the Mitacs York University Office; greeting and assisting visitors and staff; managing incoming/outgoing telephone calls. Ordering and maintaining office and kitchen supplies.
Candidate should have the flexibility to travel to the York University campus once a week
Processing incoming and outgoing communications (fax, photocopy, electronic e-mail); Opening and distributing mail, including photocopying incoming cheques and distributing accordingly; send and receive courier packages.
Tracking and sending out parcels via express post or courier, and maintain accurate records of all items distributed.
Assisting the HR department with coordinating candidate interviews, including greeting and meeting candidates, book meeting rooms and managing Webex sessions during presentations.
Acting as a liaison with the IT/IS department to resolve technology-related issues.
Booking travel for staff as requested.
Provide administrative and project support to the VP, National Partnerships and to any other senior managers as required from time to time by:

Prepare letters and communications on their behalf.
Send correspondence to key Mitacs stakeholders (e.g. domestic government officials, university members, industrial partners)
Coordinate email blasts; preparing and sending out correspondence to key Mitacs stakeholders (e.g. government officials, university members, etc.).
Assist in the organization of Mitacs Partnerships events
Prepare documents as required (correspondence, reports, tables, spreadsheets), including preparation for Mitacs meetings (copying, collating, and binding etc.).
Create briefing materials and presentations for external meetings
Manage shared documents (e.g. proposals, partnership agreements, contact lists, briefing documents, meeting notes, etc.) and updating shared drive and intranet to ensure easy access to relevant documents for internal stakeholders
Participate in stakeholder outreach and select external meetings
Create a repository of partnership agreements, supporting documentation and high-level correspondence
Organize internal working groups and compiling feedback on legal documents
Schedule internal meetings on behalf of the VP, National Partnerships and assisting with follow up items
Schedule external meetings with national and provincial government offices, Industry partners and academic institutions
Take minutes during meetings or conference calls as required
Coordinate logistics, booking meetings and preparing briefings for international trips
Organize domestic travel arrangements, including flights, accommodations, itinerary and travel documents, and preparing travel expense claims
Provide support to the Administration Manager with the office space management for both the UofT and York offices by:

Analyze and monitor office operations and procedures
Coordinate with the respective universities to set up/manage phone lines for the office staff members located there
Monitor and provide input on budget for office service expenses (i.e. couriers, office and kitchen supplies, catering, etc.)
Assist with resolving space requirements or facilities issues as required
Other duties as assigned from time to time

Bachelor’s degree in political science, international relations or related field, from a recognized educational institution
1-3 years of administrative experience in a business, legal, political or academic setting
Demonstrated interest in public policy and international affairs (e.g. through participation in a student exchange program and involvement in public policy development initiatives)
Basic understanding of legal language and documents. Drafting experience an asset.
Attention to detail and accuracy, superior multi-tasking and organization skills
Self-motivated, able to work in a team environment and balance the needs of a number of individuals and the team
Ability to synthesize information contained in a contract in colloquial (i.e. non legal) language
Ability to maintain a high degree of confidentiality at all times
Excellent computer skills using Microsoft Office (Word, Excel, Outlook), Webex
Strong verbal and written communication skills, including tact and diplomacy
The ability to remain calm under pressure and to meet deadlines and prioritize tasks
Fluency in French is strongly desired.

Mitacs fosters a culture where creativity, innovation, diversity, and inclusion are valued, encouraged and fostered. We offer a comprehensive benefits package and a team-based work environment, and we are proud to be an Equal Employment Opportunity employer